Terms & Conditions
The terms and conditions below apply to all accommodation and events booked through Villa Farm and Saxford Barn
1.0 Explanation of Terms
1.1 In these terms and conditions “we” and “us” means Villa Farm or Saxford Barn (Moore Building Enterprises Ltd, Villa Farm, Wigginton Road, York, YO32 2RH Company Registration No. 03125009)
1.2 “You” means the event organiser who has signed the Villa Farm/Saxford Barn booking form. You must be aware that on signing the booking form you are signing on behalf of every member of the group. If the booking form is signed on behalf of a limited company ”you” means that company.
1.3 “Event” means all aspects of a holiday booking with Villa Farm, be it an active, social or relaxation.
1.4 Those booking by email or telephone accept Villa Farm/Saxford Barn Terms & Conditions upon receipt of their booking confirmation- without having signed the booking form.
2.0 Booking and Payment Terms
2.1 A deposit of 25% of the total booking cost is required within 7 days of receiving our booking confirmation either by email or post
2.2 The balance is payable no later than 28 days before your arrival/event.
2.3 We have the right at our sole discretion to refuse any booking including a group booking and to obtain the name age and gender of all members of your party at any time.
2.4 We have the right to cancel your booking without compensation or refund should you not comply with any of the provisions of this Agreement.
2.5 We will send you a notice, usually via email, confirming your reservation (the Confirmation) stating the checking in and out times applicable for your accommodation. It will also show the price of your holiday and any additional charges (if any).
2.6 For reservations of less than 4 weeks ahead full payment by BGC, credit or debit card is required with 7 days of booking
2.7 For reservations of less than 2 weeks ahead full payment by BGC, credit or debit card is required upon booking
2.8 If you are prevented from taking your holiday please contact us at the earliest opportunity. We will do our best to assist. You may not under any circumstances transfer your booking to anyone without our consent.
2.9 All relevant prices include VAT. We reserve the right to increase or decrease prices in line with any change in VAT or any other duties or fees levied on your holiday.
3.0 Pre-authorisation Policy
3.1 We authorise for a fixed amount of £200.00 per property to cover any incidentals or extra charges incurred during your stay. Please note this amount is additional to the total amount paid for your booking
3.2 A Pre-authorisation is a temporary hold of a specific amount on a credit card. The pre-authorisation is not a charge and no funds have been debited from your account. However your credit card statement may show the pre-authorisation as a pending transaction
3.3 The pre-authorisation should be held on a credit card. Should you, or any members of your party, not have a credit card, we are willing for this to take place debit card providing you are aware this will show as unavailable funds.
3.4 We will contact you approximately seven days prior to your arrival to confirm the card details from the card you wish the preauthorisation to be held on. We will also need the name of the cardholder and full address to which the card is registered to
3.5 For bookings with multiple properties the pre-authorisation can be taken on one card, or multiple cards.
3.6 When you give us a credit card, the pre-authorisation guarantees us that funds are available to pay for any incidentals incurred (if applicable)
3.7 Should there be no incidentals incurred the pre-authorisation will clear on your statement approximately 10 working days from the date the pre-authorisation was originally taken. This time frame can vary from bank to bank but should not exceed 30 days.
3.8 For stays longer than 7 days we may require a pre-authorisation for any amount up to £500.00. This is however at the managers decretion and dependant on the cottage booked and your length of stay. Full details of the amount required would be confirmed to you in your confirmation email.
3.9 For further details on incidentals we reserve the right to charge for please refer to section 6.
4.0 Cancellation Policy – By You
4.1 We must be notified in writing of any cancellations immediately by the event organiser.
4.2 On receipt of your written cancellation the following charges will apply:
4.2.1 More than 28 days before the event 25% of the total cost
4.2.2 28-14 days before the event 50% of the total cost
4.2.3 Less than 14 days before the event 100% of the total cost
4.3 For individual cancellations on packages or events only, the above policy applies pro rata. However, we reserve the right to cancel the event if the change in the group size makes it impractical or uneconomical for you or us. Pro rata charges do not apply to accommodation costs.
5.0 Cancellation Policy – By Us
5.1 We apply a minimum administration fee of £20.00 + VAT on all cancellations and amendments to bookings.
5.2 We reserve the right to cancel any part of your accommodation or event if for any reason your safety is threatened, including adverse weather conditions. If this occurs we will make every effort to reschedule the event to another date. However, we are not obliged to give any refunds in cases of adverse weather conditions.
5.3 Refunds will not apply in the following circumstances; war or threat of war, riots, civil unrest, terrorism, industrial disputes, natural or nuclear disaster, fire, technical problems or any other occurrence beyond our control.
6.0 General Terms
6.1 We may ask you and/or members of your party to leave immediately if your conduct is considered by us to infringe our rules or is likely in our belief to impair the enjoyment or comfort or safety of other guests and/or staff. No refunds will be given in these circumstances.
6.2 All properties are non-smoking. We reserve the right to charge £50.00 if it is found that you or any member of your group has been smoking within the accommodation or any communal areas.
6.3 We have the right to recover from you the cost resulting from any damage to our property or that of our other guests together with any compensation we may pay to other guests as a result of the actions of you or any members of your party.
6.4 We reserve the right to charge guests the cost of additional cleaning, rectifying damage, caused by the accidental, deliberate, negligent or reckless act of the guest to the property or structure.
6.5 We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent
6.6 Hot tubs on site are strictly for use by guests who have paid for this facility in advance. Should you or any member of your party enter any of the hot tubs on site which have not been booked and pre-paid for by you, we reserve the right to charge for any use of or damage caused to the hot tub together with any compensation we may pay to other guests as a result of the actions of you or any members of your party.
6.7 We reserve the right to take action against any guest found to have tampered/interfered with any fire detection equipment throughout the hotel, including detector heads in public areas and bedrooms, break glass points and fire extinguishers. Guests found to have tampered with any fire detection or fire fighting equipment will be charged with any costs incurred by us due to their actions and additionally may be asked to leave the premises
6.8 You may not bring any personal shotgun or firearm to Villa Farm/Saxford Barn under any circumstances or for any reason whatsoever.
6.9 If you or any member of your party has restricted mobility or special needs you should telephone Villa Farm before making your reservation so that we can discuss and agree with you the suitability of Villa Farm / Saxford Barn for your party.
6.10 If you or any member of your party wishes to bring a dog (no other pets are allowed unless by prior arrangement) you should telephone us before making your reservation so that we can ensure that an appropriate cottage is available. Dogs are welcome provided appropriate accommodation is available. You must supervise your dog at all times. Charges apply
6.11 No medical facilities are available on site.
6.12 You must supervise your children and babies at all times.
6.13 We may instruct you or any member of your party to leave immediately where the maximum numbers permitted for your cottage, as indicated on your booking confirmation, have been exceeded. No compensation or refund will be payable in these circumstances. Alternatively we may accommodate those additional members in another cottage if available and will charge you or them the appropriate full charge for that accommodation.
6.14 We are continually striving to improve accommodation and facilities at Villa Farm/Saxford Barn and to comply with any new Health & Safety legislation or other legal requirements so you may find that some facilities are temporarily closed for maintenance and/or improvement, some facilities have been altered, there is development or refurbishment work going on in certain areas of Villa Farm/Saxford Barn or maintenance work is undertaken in and around your cottage although in such circumstances we try to minimise any inconvenience.
6.15 We reserve the right to enter your cottage at any time for any reasonable purpose for example to make checks or carry out essential inspection maintenance works or repairs.
6.16 All cars and other vehicles you bring to Villa Farm/Saxford Barn must be parked in the parking areas allocated for each cottage and are entirely at your risk. We do not accept any liability for damage to vehicles.
6.17 Your personal belongings are your own responsibility during your holiday with us. This responsibility applies to all members of your party and their belongings.
6.18 We accept no liability whatsoever for any accident, loss or damage to your property.
6.19 All our bookings are held on computer for which we hold a valid registration under the Data Protection Act
6.20 We will not and cannot be held responsible should any guests bring illegal substances on site and, or use such illegal substances. We reserve the right to take whatever action we deem necessary to protect ourselves and staff from prosecution or other penalties
6.21 In line with our obligations and commitment to GDPR (General Data Protection Regulations) we want to make you aware that we will be retaining your personal data as follows:
– Name, Home Address, Home Telephone Number, Mobile Telephone Number and Email Address
We will be retaining your data for the purposes of:
– Fulfilling your booking with us
We will be storing your data in the following location/s:
-On the Company’s computer system which is passworded; the passwords are changed every 2 months
-The Company’s filing systems which are contained in locked cabinets and locked offices
Upon completion of your stay/booking we will retain your data for 7 years for customer care and legal and accounting purposes. Your data will then be destroyed.
By agreeing to the content of this order confirmation you are therefore confirming your agreement to these data processes.
7.0 Code of Conduct
7.1 You must conduct yourself in a courteous and polite manner at all times.
7.2 Due to the nature of many events organised by us it is essential that the following rules apply;
7.3 You must listen and obey instructions given by any of our staff or contractors; they are there to make sure you have a safe and enjoyable time.
7.4 You must not interfere with any member of our staff or contractors whilst they are undertaking their duties.
7.5 When participating in any re-arranged activity, you must dress in the correct clothing and use all safety equipment as instructed.
7.6 You must use your cottage and its contents with care. You are responsible for any and all damage caused to them. On departure you must leave your cottage in a clean and tidy condition. We reserve the right to charge you for any loss or damage to our property or to our contractors property both during and after your stay.
7.7 You must inform us of any medical conditions that may affect your participation in the event or during your stay.
7.8 Under no circumstances will you be allowed to participate in an activity if you are under the influence of alcohol or drugs.
7.9 We reserve the right to terminate the whole holiday or any individual activity if, in our opinion the behaviour of the group or an individual is threatening the safety or enjoyment of any other persons. The group or individuals involved will not be entitled to any refund in such circumstances.
8.0 Internet Use
8.1 The provision of Wi-Fi at Villa Farm and Saxford Barn is not unlimited. It is intended for general web browsing (streaming) and we kindly ask you to refrain from downloading items from the internet. We reserve the right to charge for excessive use.
9.1 All of our events carry an element of risk and we strongly advise that you take out personal accident cover. Please ask us and we will advise you how to obtain this. If you choose not to take such cover we assume you are happy to take the risk of being uninsured.
9.3 We shall not be liable for any injury, death, loss or damage caused by other participants, nor will we be liable for any uninsured losses of your property, nor for any illness, injury or death sustained during an event or your holiday.
9.4 Failure to disclose all relevant details with regards to your event/stay, could affect your refund entitlement.
9.5 The above terms and conditions are all subject to management discretion and we reserve the right to add or amend the terms and conditions at anytime
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Your privacy is important to us.
At Moore Building Enterprises Limited, we’re committed to protecting and respecting your privacy.
This privacy statement describes the online information practices which we Moore Building Enterprises Limited (“we”, “our”) employ in relating to the information which you, our customers, (“you”, “your”) provide when using the www.villa-farm.com site. By accessing and using the website you are accepting and agreeing to the practices described in this privacy statement.
The Information we collect
We may collect personally identifiable information relating to you including name, address, phone number, e-mail address (“personal Information”) in the following situations:
Information collected automatically using cookies
How we normally use information about you
We will only use your personal information for the purpose(s) for which you provide it to us – including, for example, to:
- respond to your enquiries
- handle orders, deliver items and process payments
- communicate with you about orders, products, services and promotional offers
- update our records and maintain any online account you may have with us
- prevent or detect fraud or abuses of our website; and
- enable third parties to carry out technical, logistical or other functions on our behalf
We only share your personal information with other third parties where appropriate and with other entities only as described below. We ensure the parties with whom we share your personal information follow practices at least as protective as those described in this privacy statement.
From time to time we employ other companies to perform functions on our behalf including fulfilling orders, delivering packages, sending customer communications, analysing data and providing customer service. They have access to personal information needed to perform their functions, but may not use it for other purposes. With your consent: other than as set out above, you will receive notice when information about you might go to third parties and you will have an opportunity to choose not to share your information
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Revisions to this Privacy Statement
We reserve the right to revise this privacy statement or any part of it from time to time. Please review the privacy statement periodically for changes. Unless stated otherwise, our current privacy statement applies from time to time to all information that we have about you.